MANAGEMENT SYSTEM (IDMS) WHAT IS IDMS? A centralised Electronic - - PowerPoint PPT Presentation

IIUM DOCUMENTS MANAGEMENT SYSTEM (IDMS)

WHAT IS IDMS?

CELUM (Library) ALCHEMY (Finance & MSD) INFO DOC (IIUM) E-CURE (OQM)

A centralised Electronic Document Management System for all campuses in IIUM

Lotus Notes (MSD) Google Drive Sharing Staff Personal PC / external drives

IIUM DOCUMENTS MANAGEMENT SYSTEM (IDMS)

a) To provide a single platform to manage and archive IIUM records. b) To avoid inconsistency in utilisation of the IIUM Filing Code due to the increasing number of KCDIO and related changes. c) To eliminate difficulties in gathering information for corporate use and various audit. d) To eliminate high cost of maintenance of too many separate documents management systems within the university. e) To optimise IT personnel resources, avoid difficulties in installing various software and tedious access control management.

OBJECTIVES

BENEFITS OF USING IT?

• 1. Cost savings to the University (maintenance fees & licenses)
• 2. Reduce document searching time due to :
• less dependency on hardcopy documents.
• the same document can simultaneously be accessed by multiple

users.

• Easy access by unlimited authorized users
• 3. Reduce risks to the hardcopy documents / files as a result of less

movement of documents /files : ▪ Loss during transfer ▪ Damaged due to frequent handling

>> MSD (pilot user & performance test) 1st September 2018 >> Finance, AMAD, CPS, KOE, Library 1st January 2019 >> KCDIO at IIUM Gombak, KL & Pagoh Campuses 1st April 2019 >> KCDIO at IIUM Kuantan & Gambang Campuses 1st June 2019

All Kulliyyah/Centre/Division/Institute/ Office’s (KCDIO) in IIUM will be made compulsory to utilise the system.

IMPLEMENTATION PLAN

IDMS is accessible through the IIUM’s staff portal https://ibnubaitar.iium.edu.my/staff/appsystem.php. The IDMS Forms are available at the MSD Intranet http://www.iium.edu.my/division/msd/downloadable-forms-3

HOW TO ACCESS?

being the Functional Team Members and Secretariat to the IRMC will manage changes to the following : a) The IDMS User’s Manual b) The IDMS Forms c) The setup of the IIUM Filing Code in IDMS d) The setup of the KCDIO filing code number e) Conduct IDMS Training upon request The Technical Team Members comprised of the Gollab application, HR IT, Finance IT, IIUM Library IT and RMC IT teams. This team will manage the following : a) Prepare IDMS User’s Manual. b) Manage Users Registration. c) Manage Users Access within their assigned KCDI. d) Manage Users Access to the documents (for KCDI without Technical Team Members). ITD also being the IDMS’s Document Controller is responsible to: a) Secure Budget for Server. b) Get project approval from relevant IT approval authorities. c) Compilation of all relevant documents for safe keeping. d) Update MSD & ITD's webpage.

Information Technology Division (ITD) Management Services Division (MSD) IDMS is under the responsibility of the IIUM Records Management Committee (IRMC).

RESPONSIBILITIES

• 1. Consumer

(Staff of IIUM who were given access)

• 2. Contributor

(KCDIO’s Records Managers)

• 3. Collaborator

(MSD’s Records Managers)

• 4. Manager

(ITD & RCM’s Secretariat)

TYPE OF USERS IN IDMS

CONSUMER CONTRIBUTOR COLLABORATOR MANAGER

Folders and files:

❑ Organisational changes:

• 1. Once approved by the Board of Governors, KCDIO

that falls under these category (ies) will be assigned a KCDIO code. a)New establishment of KCDIO b)Merging of KCDIO c)Separation of KCDIO

• 2. Upgrading or downgrading any KCDIO’s status

either to Kulliyyah level, or will not change its KCDIO code as long as its physical operation maintain isolated from other KCDIO or only placed under purview of certain KCDIO.

• 3. Once a KCDIO ceases to exist, the KCDIO code

will be closed and cannot be used by other KCDIO.

❑ Change of Users

KCDIO is to fill up the form and submit to MSD for proper access be given / revoked or changed whenever there are: a) new appointment of staff. b) Internal reshuffling causing change

• f responsibilities of a staff

i) User / Administrator ii) General / confidential / restricted documents c) End of appointment of a staff

There are two (2) types of changes that may affect staff’s responsibilities and access to the documents kept in the IDMS :

AlFresco has many capabilities, however due to several limitations, the University is limiting its current scope to archival of documents

• nly.

The system is an independent system. There will be no integration with any application. To avoid confusion, any new establishment of KCDIO will start using number 700 and above in IDMS. Old establishment of KCDIO will retain their current number. Since everybody can create folders and upload records, to avoid missuse, users who are assigned as consumers will not be allocated any storage to upload any documents.

The system comprises a few sections that users need to familiarise : a) Home Screen b) Site Dashboard c) Manage Members d) Document Library e) Manage Folders and Files f) Search Files and Folders OVERVIEW OF THE SYSTEM

SITE DASHBOARD

SITE DASHBOARD : Choose any site that you are allowed access to. Within your selected Site Dashboard, you will find the Site Members, Site Content and Site Activities segment. You may add members, create group and classify members in the Site Members segment if you are authorized to.

Once registered, users may login into IDMS using the password provided. Users may change the password accordingly.

CUSTOMIZING USER DASHBOARD You may customize your site dashboard view as per given layout options

Your site dashboard layout varies from single to four columns view

Once you have chosen your Site Dashboard view, you may choose your elements to view.

Your customized Site Dashboard layout options

HOME VIEW

HOME : The Home button will take you to the main page of the system.

Location of the Site Dashboard may differ

ACCESS CONTROL

The Managers will control access to created sites. ADMIN FUNCTION

Only the Managers (ITD & MSD) can add/remove users or create groups within KCDIOs’ IDMS folders KCDIO need to fill up forms available at MSD website to request for access / change of access

ADD USERS

ADMIN FUNCTION

User may search the user by type % to view all names or only name example fitra.

SEARCH USER ASSIGN ROLE ADD USER SUCCESSFUL

MANAGING USERS AND GROUPS

ADMIN FUNCTION Once a user is added, there are two ways to manage member which are by Users or Groups. MANAGE USER User may change the role

• f user or remove the user

from the site MANAGE GROUP The Manager may change the role or remove the groups from the site.

Create folder

CREATE FOLDERS & VIEWING OPTIONS

Folder view sorting view

• ptions >>

Only the Managers (ITD & MSD) can add or create group within KCDIOs’ IDMS folders. KCDIO need to fill up forms available at MSD website to request for access / change of access ADMIN FUNCTION Document library is the place where all the documents are saved and being managed.

MANAGE FOLDERS

Users may select their preferred view of folders from the 7 options given EXAMPLE : Simple View Option

EXAMPLE : Detailed View Option

EXAMPLE : Table View Option

UPLOADING RECORDS

Only KCDIOs’ Records Liaison Officers and Assistant Records Liaison Officers can upload documents KCDIO must register designated persons to be given access to perform the task. The task may be centralized function or decentralized to a few Assistant Records Liaison Officers. ADMIN FUNCTION

OR JUST DRAG & DROP RECORDS IN THE REQUIRED FOLDER

DOCUMENTS ACTION

Once uploaded, we can set the records’ accessibility options and tag it for easy search.

Users can update the version of their documents without overriding the previous version of the documents created in words, powerpoint and etc. ADMIN FUNCTION

UPDATE VERSION

STARTING A WORKFLOW

AlFresco open source system has the capability to create workflows. But for IDMS purposes, the use is currently limited to archival of records only. UNUTILISED FUNCTION

TAGGING A DOCUMENT MANAGE PERMISSION OF A DOCUMENT

For easy search of its content, it is highly recommended for a record to be OCR prior to uploading it into IDMS. The records can also be tagged. ADMIN FUNCTION

SEARCH

Advanced Search Normal Search Search for your document using either normal search or advanced search. Choose Folder instead of Content for a better search of a folder rather than any documents that contain the word being searched. Once user click the Advanced Search, a user may search by:

VIEW AFTER ADVANCED SEARCH FOLDERS VIEW AFTER NORMAL SEARCH CONTENTS Shows only the folder Normal search shows all possible documents and folders containing the word being searched. The time taken to conduct the search will be longer.

SAVING ADVANCED SEARCH SETTINGS

If a User always use advanced search specifying a standard criteria of search, the User can actually save the advanced search setting for easy use in the future without having to repeat typing the setting. ADMIN FUNCTION

Make sure you use the right filing code in your correspondences

MAKE SURE ALL SOFTCOPY DOCUMENTS IN IDMS ARE KEPT IN THE SAME FOLDER AS THE HARDCOPY FILE AS PER IIUM FILING CODE & REGULATIONS